Non Presence Programming Procedures

Transcription

1 Mandatry Reference: File Name: 200mag_092100_cd20 Last Revised: 09/21/2000 Nn Presence Prgramming Prcedures On January 14, 2000, the USAID Administratr apprved plicy changes in the subject prcedures in an Actin Memrandum, "Nn-Presence Prgramming -- Reprting n cuntry-level activities in nn-presence cuntries and in cuntries with missins, when thse activities are nt managed by missin staff." The Administratr s apprval f the recmmendatins in this memrandum permits USAID t implement simpler, clearer prcedures t ensure that infrmatin n all USAID-funded activities in a cuntry is readily tracked and available t USAID managers as well as t ensure that activities spnsred are legally permissible. Effective immediately USAID will cease use f any and all guidance (in whle r in part) cntained in the dcuments listed in Attachment 1 t this General Ntice. Als, the fllwing new sectin belw was added t as sectin e. Furthermre, respnsibilities fr implementing apprval and tracking f activities in cuntries withut a USAID presence will pass frm the central Bureaus (AA/PPC and AA/M) t varius ther ffices, as described belw in the new prcedures. The fllwing sectins ( e and E e) are hereby added t the current ADS and remain in effect until such time as the ADS series is cmpletely revised (planned 180 days frm issuance f this interim plicy guidance). Begin new language fr ADS 201: e APPROVAL OF ACTIVITIES NOT COVERED BY A COUNTRY STRATEGY A cuntry prgram is a cllectin f ne r mre activities in a given cuntry. Apprval and perating prcedures are well established in cases where field missins plan and implement cuntry prgrams. In cases f prgrams nt managed by field missins there may be varius appraches used t plan activities. Decisins abut where activities will be cnducted can be made at varius levels including smetimes by grantees. Fr the purpse f this guidance, an Activity exists when inputs are mbilized t prduce specific utputs in a given cuntry. Outputs are tangible, immediate, and intended prducts r cnsequences f USAID s effrts. Examples include a strengthened institutin, trained persnnel, peple fed, vaccinatins given, plicies recmmended, technical assistance delivered, better technlgies adpted, and new cnstructin.

2 Deliverables included in cntracts will generally be cnsidered utputs as will tangible prducts and cnsequences f USAID grantees. Nminal csts (nt related t a cuntry-specific activity) that may be incurred in a cuntry need nt be reprted. Examples include traveling thrugh a cuntry, hsting a cnference there r making prcurements f gds and services. In sme rare instances when csts cannt be meaningfully attributed t a specific cuntry they will be categrized as "wrldwide supprt." Activities include centrally managed glbal prgrams, reginal prgrams, fd aid, husing guarantees, and research. The steps belw are structured t easily cllect infrmatin needed t make decisins apprpriate t particular cuntry and prgramming circumstances. They are als expected t facilitate review f whether prpsed activities are legally permissible. USAID/W will peridically review the scpe f activities in each cuntry and may require additinal steps t assure that activities are effectively and ecnmically managed. First: Prir t initiating an activity that is nt cvered by a cuntry strategy/r4, whether in a presence r nn-presence cuntry, a standard ne-page Activity Infrmatin Sheet must be prepared by the activity manager that dcuments the fllwing: The apprved reginal r glbal strategic plan which the activity supprts (SO, Strategic Objective; SSO, Strategic Supprt Objective; SpO, Special Objective; r IR, Intermediate Result); The respnsible perating unit fr planning, implementing and mnitring the activity; A brief ratinale fr why the activity shuld take place in that cuntry; and A brief descriptin f the activity (including expected crdinatin with the U.S. Embassy, estimated funding level by fiscal year, surce f funding, planned duratin, implementing institutin(s), and hst cuntry cunterpart institutin(s) -- when knwn). A blank template fr the Activity Infrmatin Sheet is available n intranet at < r via sent t <npctemplate@dec.cdie.rg>,(fr thse withut intranet access) The Activity Infrmatin Sheet will be cleared by the apprpriate reginal Bureau and GC, and submitted by the activity manager t PPC (submit electrnic cpies directly t <npctemplate@dec.cdie.rg>) befre initiating a new activity.

3 When an activity is t be implemented in a USAID presence cuntry, the reginal Bureau will prvide the dcumentatin t the Missin Directr. Reginal Bureaus will determine when t seek inputs r clearance frm field missins. The activity infrmatin sheets must be updated annually. Cuntries nt under the purview f a reginal Bureau will nt require reginal Bureau clearance. If dubt exists as t whether a cuntry is f interest t a specific reginal Bureau, spnsrs f the activity must check with the apprpriate Bureau t see if clearance is required. All clearances and dcumentatin requested fr new activities are t receive prmpt attentin and actin as described in ADS 503, Crrespndence Management. Submissin f an Activity Infrmatin Sheet des nt substitute fr activity planning and design requirements. Operating Units are reminded t cnsult the Supplementary Reference, "Management Tls t Ensure Pre- Obligatin Planning Requirements Are Met," in ADS (See Supplementary Reference, Management Tls t Ensure Pre-Obligatin Planning Requirements) Secnd: General Cunsel (GC) review and clearance f activity sheets is intended t help ensure that activities planned fr all cuntries are permissible within statutry restrictins. In additin, GC will cntinue t wrk with the reginal Bureaus and M/FM (fr debt related sanctins) t ensure that infrmatin n cuntry sanctins is updated and disseminated, and t help ensure cmpliance with restrictins. Third: The implementing Bureau activity manager must prvide electrnic cpies f cleared activity infrmatin sheets t the relevant reginal Bureau and t PPC (at <npctemplate@dec.cdie.rg>). PPC will pst this dcumentatin n the widely accessible R-4 web site at < This mre inclusive web site will allw anyne t retrieve infrmatin n all USAID activities in a given cuntry fr reprting r briefing purpses. Furth: All Bureaus will use data frm the infrmatin sheets t prepare the annual BPBS, Budget Planning & Budget Submissin. PPC and M will wrk with reginal and ther central Bureaus t ensure that centrallymanaged activities in nn-presence cuntries are reviewed as part f the annual BPBS review fr the purpse f determining whether USAID s management f the activities is adequate r whether additinal management tls r plans may be warranted. The nly exceptins t the prcedures described abve are fr OFDA and Emergency Fd aid activities. These can be initiated withut prir clearances n an activity sheet, but an activity infrmatin sheet must be

4 submitted t the PPC-managed database after prgramming decisins are made. E e Apprval f Activities Nt Cvered by a Cuntry Strategy - N/A End new language fr ADS. USAID management recgnizes that a transitin perid will be needed t cllect cmplete infrmatin. It is hped that by July s BPBS reviews substantial prgress tracking activities in nn-presence cuntries will be made with the newly available activity infrmatin sheets. USAID is seeking a waiver f OMB paperwrk reductin regulatins t enable all perating units f USAID t request cuntry-specific infrmatin frm grantees wrking in cuntries withut a USAID direct-hire presence. Until the OMB waiver is prvided, perating units are encuraged t prvide the necessary data fr the activity infrmatin sheets based n available data. The E&E Bureau, which already has OMB authrity t seek cuntry level reprting frm grantees, may cntinue their present prcedures under their current OMB waiver fr reprting. PPC/PC (Prgram Crdinatin) will act as arbitratr f any cnflicts r disputes arising between Bureaus when implementing these new prcedures. Pint f Cntact: Specific questins regarding this ntice must be directed t Parrie Hendersn-O Keefe, PPC/PC, , Rm r Larry K. Laird, PPC/PC, , Rm Guidance n btaining r filling ut templates fr Activity Infrmatin Sheets shuld be directed t address <npctemplate@dec.cdie.rg>.

5 ATTACHMENT 1: List f USAID Plicy Statements r Infrmal Guidance Dcuments used in whle, r in part, t Manage specific Aspects f Activities in Nn Presence Cuntries (ldest t newest) 1. March 3, 1994, State t Missin Directrs and Training Officers frm AA/M Byrne (as USAID Missin Clseut Crdinatr). 2. May 31, 1994, mem frm AA/PPC t all ffices and bureaus. Agency Directive n Setting and Mnitring Prgram Strategies. 3. June 15, 1994, the Administratr apprved a May 13, 1994, Actin Mem frm AA/PPC, Terry Brwn requesting apprval fr criteria fr USAID-financed activities in nn-presence cuntries. 4. Octber 6, 1994, Actin Mem frm AA/G and AA/PPC requesting apprval f the Deputy Administratr fr implementatin guidance fr apprving research in nnpresence cuntries. 5. Nvember 1994, Larry Byrne mem t all Assistant Administratrs. 6. January 18, 1995, Implementatin Guidance gverning the cnditins under which the Agency shuld initiate, r cntinue, research in nn-presence cuntries, ADS Interim Update #9 7. April 6, 1995, Larry Byrne mem t all AAs. 8. April 5, 1996, Actin Mem frm Larry Byrne t the Administratr. 9. January 31, 1997, Actin Mem fr Administratr frm AA/PPC, AA/M, AA/G, Discussin ptins fr apprval f G Center fr Demcracy, ESF-funded, demcracy activities in nn-presence cuntries. 10. December 19, 1997, Memrandum frm LPA, PPC, and M t Gegraphic and Central Prgram Bureaus, prviding guidance n preparing material fr FY 1999 Cngressinal Presentatin. 11. January 20, 1998, Wrldwide Cable, FY 2000 Results Review and Resurce Request Guidance. 12. March 12, 1998, 98 STATE , frm SEC State, Missin Perfrmance Plan. 13. March 17, 1998, Actin Mem frm AA/M, Terry Brwn, t Administratr. 14. April 28, 1998 Memrandum frm AA/M and AA/PPC, FY 2000 Bureau Budget Guidance, t all bureaus.

6 15. July 30, 1998, General Ntice, Reassignment f Respnsibilities f M and PPC Bureaus in Clse-ut and Pst Presence Activities. 16. Undated Draft Guidelines-t replace ADS 205 (DRAFT 8) n Graduatin and presence and Nn presence Prgrams (Distributed by Larry Laird, PPC, n 8/20/98). 17. Octber 5, 1998, Infrmatin Memrandum frm AA/PPC, Thmas Fx, Regarding Draft Plicy Framewrk and Issues - Graduatin, Nn-presence Prgramming, and Limited-Presence Prgramming.